Time Saved by Outsourcing Tasks to a Virtual Assistant 11.07/2019
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Instructions: Review the list and add how many hour per week you spend on each task. If you only do it once a month divide the hours by 4. Green items are commonly outsourced tasks to virtual assistants.
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TasksTime in Hours per weekOutsourced to a VA
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Provide therapy to clients0.00
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Write Progress notes0.00
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Go to post office to buy stamps0.00
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Buy office snacks and coffee at the grocery store0.00
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Buy ink at the office store0.00
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Report maintenance issues to the landlord0.000.00
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Clean the office every other week0.00
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Clean the Keurig machine 1x per month0.00
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Empty the trash in each office once per week0.00
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Check the call log / waitlist0.000.00
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Visit referral sources once per quarter with marketing materials0.00
VA can set up your meetings, send emails, and call to confirm, but can't visit in person
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Write 2 blog posts per month, find pictures, post them on website0.000.00
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Post to FB once per weekday0.000.00
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Hiring new clinicians0.00
VA can help schedule, but you do the hiring
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Collect all of the money out of the offices once per week0.00
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Total all of the money collected and run the deposit to the bank0.00
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Run missing progress note report 1x per month, send to clinicians as needed0.000.00
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Run aging report every 2 weeks, follow up on outstanding claims/payments0.000.00
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Meet with all therapists individually 1x per month0.00
VA can help schedule, but you do the meetings
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Run staff meeting 1x per month0.00
VA can help schedule and collect material, but can't run the meeting
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Answer emails from therapists as needed0.00
VA can sort and take care of a few information only emails
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Pay bills (rent, etc)0.00
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Check the email 3-4x per day0.000.00
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Scan papers into client records in Theranest0.000.00
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Enter EOB’s into Theranest0.000.00
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Categorize transactions in QB0.00
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Reconcile account in QB at the end of the month0.00
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Make copies of the intake packet0.00
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Fax claims for your insurance + other faxes in folder need to be send 2x per week0.000.00
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Check your system to make sure offices are not double booked 1x per week0.000.00
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Remind therapists 1x per month to archive their clients0.000.00
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Marketing activities; community talks, meeting with referral sources, designing and printing marketing materials, etc.0.00
VA can help you schedule these and line up the details
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Schedule New Clients / Phone + Email requests
0.000.00
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Fill Canceled Appointments from waiting list0.000.00
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Answer requests for information from emails/phones
0.000.00
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Other0.00
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Other0.00
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Other0.00
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Total Time Per week0.00
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Hours Freed up Weekly from Outsourcing
0.00
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What could you accomplish with 0 more hours in your week?
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Click here to learn about our Move Forward Virtual Assistant services.
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Click here to schedule a converation about how you would use a virtual assistant in your office.
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